Board Member Position Descriptions

The President shall preside at all meetings of the Association and of the Directors.

The President is the chief executive officer of the Association and shall supervise the other officers in the execution of their duties.

Oversee the operations of VMHA.

The President shall have the power to suspend any team, player, Regular Member, Parent Member, or team official, for improper or impolite conduct on or off the ice, abusive language to any of the officials or referees or for failure to comply with the Vancouver Minor Hockey Association Constitution, Bylaws, and Regulations pending review of the incident by the Discipline Committee.

The Vice President shall carry out the duties of the President during his absence and perform such other duties as may be delegated to them in these Bylaws or otherwise.

The VP 1 shall be the chairman of the Discipline Committee. The Discipline Committee shall: (a) Review disciplinary decisions of the President. (b) Review all misconduct penalties assessed against players, Regular Member, Parent Members, and team officials to suspend or take such other disciplinary action that may be deemed necessary.

VP2 COMMUNICATIONS

The Vice President shall carry out the duties of the President during his absence and perform such other duties as may be delegated to them in these Bylaws or otherwise.

Oversee communications to VMHA membership

Liaise with Board Members to ensure content of website is up to date.

Provide coaching to team personnel interested in using online calendar system.

Recommend coaches to Executive Committee for attendance at higher-level clinics

Meet with association coaches to discuss problems and solutions

Attend regular meetings of the Executive Committee

Perform evaluations on coaches during games and practices

Assist with evaluation of players for team selection

Establish team play guidelinesCoordinate meeting of coaches and players with local referee-in-chief or B.C.A.H.A. Referee Committee Member for better understanding of the rules of the game

Other duties as assigned by the local association

Manage and minimize the risk inherent in performing the day-to-day duties of a coach coordinator

REGISTRAR

The registrar must follow all rules set out by Hockey Canada, BC Hockey and Pacific Coast Amateur Hockey association. Each season Pacific Coasts compiles a manual which is distributed at the annual registrar seminar. The seminar is usually held in early June at the Pacific Coast office. The manual has all the registration information as well as varies deadlines for the season. All associations use the Hockey Canada Registry (HCR) for registration.

Registration for VMHA typically opens April 1st for returning players and June 1st for new players. Registration closes for all players August 15th or once full whichever comes first.

The registrar works closely with the Coach Coordinator / Ice Allocator to determine the number of teams the association will be able to accommodate. In addition the registrar will work with the Coach Coordinator as well as the Risk Manager to ensure all team officials’ requirements are met prior to the deadline.

The registrar handles all deposits in order to assist the treasure in allocation the funds accordingly. The registrar also handles requests for registration refunds. As well as jersey deposit and volunteer fee refunds once notified by the Equipment Manager and Volunteer Coordinator

The registrar picks up the mail from the PO Box and distributes to the board members as required.

In September the registrar will work closely with the Divisional Managers. Once teams have been selected the Divisional Manager will give the registrar a list of players and 5 team officials. The registrar will need to roster the teams in HCR prior to the first league game.

The registrar will email tax receipts and registration information for the upcoming season by the end of February.

ICE ALLOCATOR

In general the function of the Ice Allocator is to determine the ice requirements of the association each season in consultation with the President, Registrar and Coach Coordinator.

VMHA Ice Allocator is to acquire sufficient ice from the Vancouver Parks Board (or other agencies or sources) to provide the following:

Once obtained they will prepare a schedule for the above noted ice requirements, communicate those times with PCAHA, division managers, and the coach coordinator as needed. They will adjust the schedule (re-allocate) as necessary to resolve conflicts, communicate arena closures and update teams/coaches in respect of any scheduling changes.

VOLUNTEER COORDINATOR

The primary role of the Volunteer Co-ordinator is to ensure that all parents that want to complete their volunteer hours, do so.

Various events arise during the season and it is the Volunteer Co-ordinator’s job to recruit help to make sure all the events run smoothly.

The events are always changing but the main ones to be prepared for are:

Picture Day- helping the teams through and directing traffic with the Agrodome

Banner Days- manning the desk at RIC during the season end banner games

Final Four- setting up the games for the series including referees and liaising with PCAHA reps

Going forward, we will communicate both via email through Division Managers and with updates on the VMHA website. There is an email link on the website for the Volunteer Co-ordinator if any parents want to be proactive about getting started on their hours.

Once a family has completed their hours, the Volunteer Co-ordinator reports to the registrar. The registrar processes volunteer fee refunds throughout the season.

SECRETARY

See that all filings required by the Society Act are made.

See that the correspondence of the Association is properly conducted.

Issue notices of meetings of the Association and Directors.

Keep minutes of all meeting of the Association and Directors.

Have custody of all the records and documents of the Association except those required to be kept by the Treasurer, the Registrar or those kept by the Association’s solicitors.

Have custody of the common seal of the Association, if any.

TREASURER

See to the keeping of the financial records, including books of account, necessary to comply with the Society Act.

See that financial statements are rendered to the Directors, Members, and other when required.

Be the chairman of any Finance Committee, which may be appointed to assist him with his duties.

See that insurance as approved by the Directors is provided for both individuals and the Association.

REFEREE-IN-CHIEF

Maintain an effective line of communication between the referees.

Coordinate training programs for all referees.

Aid scorers and timekeepers with advice and necessary training programs.

Evaluate officials.

REFEREE ASSIGNOR

Assign officials to game dates.

Maintain communication with division managers in resolving conflict game rescheduling, play off, and exhibition game rescheduling.

Balance the game assignments between qualified officials, depending on availability and/or disqualifying evaluation by the Referee-in-Chief, suspension of officials.

EQUIPMENT MANAGER

Distribute, maintain, and collect the equipment owned by the Association.

Oversee the purchasing of all new equipment.

FUNDRAISING CO-ORDINATOR

Coordinate fund raising through concessions.

Report to the Vancouver Minor Hockey Association Board at the regular meetings.

RISK MANAGER

Implement the screening process for new volunteers of the Association.

Hold in strict confidence of any elements of a personal or sensitive nature which may arise in a coaches’ and/or volunteers’ screening process.

Notify the Membership through the Executive Committee and Division Managers of safety issues and recommendations, and promote Risk Management within the Association.

Become knowledgeable in the C.H.A and B.C.A.H.A. Risk Management programs and procedures.